COLLINS COMPUTING CUSTOMER WEBCAST

MICROSOFT DYNAMICS GP 2013 YEAR-END CLOSING NOTES

Abra Lynne Gilman

Senior Consultant

December 2013

MICROSOFT NEWS TIPS - INSTALL & UPDATE NOTES OVERVIEW OF CHANGES (IF YOU’VE DONE IT BEFORE)

MODULE DETAILS CLOSING NOTES/QUESTIONS

WEBCAST OVERVIEW

Atlanta, Georgia March 3-7th, 2014 (Monday-Friday)

Early Bird Special Ends January 9th!

Save $300

Thursday Concert FUN!

“Some Nights” ………… “We Are Young”…………

“Carry On””…………..

Collins Customer Appreciation Dinner – Monday Night! –

Pittypat’s Porch 5:30-8:00 pm

R.S.V.P. To Analisa or Abra

Handy Tools To Help You Out! Microsoft Blog Link re: Year-End

http://community.dynamics.com/gp/b/dynamicsgp/archive/2013/11/07/back-by-popular-demand-microsoft-dynamics-gp-year-end-closing-blog-series-for-2013.aspx

What’s Changed? Year End Updates (Please Use Collins to install)

Service Packs include: Table changes, Code changes, hot fixes & compliance updates.

Service Packs: Inclusive of changes throughout the year.

GP2013: SP2 + Year-End = 12.00.1538

GP 2010: SP4 + Year-End = 11.00.2292

Check your version by going to “?” and

About Microsoft Dynamics GP

**GP 10: No Updates Avail (Need to Upgrade)

941 Incorrect over $200K

Specific Year-End Update Changes • Payroll

– No W-2 or W-3 Form changes

– EFW2 Changes (Electronic Filing) *Recommended install if you are filing electronically via GP*

– Product Quality Fixes around Payroll Year-End

*Recommended install for payroll customers*

• Fixed Assets

– Luxury Auto Max Depreciation Deduction Amts The maximum allowed for luxury vehicles has been updated for assets placed in service in calendar year 2013 to comply with IRS Guidelines: http://www.irs.gov/irb/2013-12_IRB/ar07.html

– Historical Reporting Capability in GP 2013

• Payables

– 1099 DIV , 1099 MISC and1099 INT ALL HAVE CHANGES

– 1096 Summary form (GP 2013)

What does that mean for you? • You MAY not need the ‘year-end’ update if:

1. You do not use payroll. 2. You do not generate 1099 info. 3. You DO use payroll but not affected by list. 4. You ONLY need the small form changes.

• Call Collins Computing to create modified reports for the

1099 layouts. • This will be a case-by-case basis, as each version is

different and not all customers will need all formats. • CONTACT Collins Computing Prior For Assistance Please!

PAYABLES MANAGEMENT CHANGES Changes to the 1099 DIV form

Recipient box was reduced in size

Street Address/City boxes moved up 1 line & increased in size

Account Number/2nd Tin box moved down (where blank box was)

Changes to the 1099 MISC form – Recipient box was reduced in size

– Street Address/City boxes moved up one line and increased in size

If this is the ONLY change affecting you, we will provide you with updated form – just contact our support department!

PAYABLES MANAGEMENT CHANGES

PAYABLES MANAGEMENT YEAR END Changes to the 1099 INT form

– Two per page format (instead of three per page)

Changes to the 1096 Summary form – Checkboxes at bottom smaller/realigned

(in GP 2013 only)

Important points to remember (Additional functionality)

– Microsoft Dynamics GP 2013

• Separate 1099 Address ID field on vendor card

• Additional Box Numbers added for each Tax Type

• Additional fields on the 1099 Details window

• New functionality to edit 1099 information:

– Edit 1099 Transaction Information window (per trx)

– Update 1099 Information utility now has options for ‘Not a 1099 vendor’ tax type (per vendor)

• Print 1096 Summary Form

PAYABLES MANAGEMENT YEAR END

GP 2013 New AP Fields/Screens

New 1099 Address ID

New 1099 Fields

Additional Boxes Per Tax Type

Update Vendor 1099 Information In Edit 1099 Trx info, you can see the detailed transactions for a 1099 vendor and change the individual transaction information to ensure accurate 1099s.

Make vendor 1099 after trx entered!

Analytical Accounting Notes

– Don’t underestimate the importance of AA matching GL amounts.

**New scripts to verify AA data against GL

– Management Reporter (Data Mart) reads from AA tables

– Make sure AA is installed and enabled on workstation where GL is being closed!

– AA Codes automatically close when GL is closed.

Analytical Accounting Year End Scripts Analytical Accounting data closes with General Ledger regardless of whether options on dimensions are marked

1. PRIOR to closing GL: Verify the results are not duplicated: select distinct(YEAR1) from AAG30000 select distinct(YEAR1) from AAG40000

2. PRIOR to closing GL – see that top 2 and bottom 2 match: select distinct(YEAR1) from AAG30000 select distinct(OPENYEAR) from GL20000 select distinct(YEAR1)from AAG40000 order by YEAR1 select distinct(HSTYEAR) from GL30000 order by HSTYEAR

3. Be sure the following returns no results: select count(*) from AAG40001 where aaCopyStatus<>8

4. Option (setup) to have BBF entries on dimensions

within notes at back of slides

General Ledger Year End Close New Notes For This Year!

– Issue with Divisional Retained Earnings checkbox does not update GL40000 table if marked and unmarked.

• Run script “update GL40000 set DIVACTSG = 0”

• Fixed in GP 2013

– Microsoft Dynamics GP 2013

• Maintain inactive accounts in Year-End Close window

• Progress bar WORKS in Year-End Close window

• Unit Accounts have option to clear balance during YEC

GL Year-End Close New Options If you don’t select anything, it works the way it does now. It will NOT remove unused segments and it WILL delete all inactive accounts.

But if you want to ONLY keep inactive accounts that have Budgets, select as shown. The Progress Bar Works!

Payroll “Tax” Updates Round 1 – 2014 (Do not install until final ‘13 run) Due out week of Dec 16th (Do it yourself or call Collins)

• FICA Social Security Limit changed to $117K • State updates include: California, Connecticut,

Delaware, Kansas, Kentucky, Maine, Maryland, Minnesota, New Mexico, New York, North Carolina and Yonkers.

• Federal Changes • Round 2 Due in Mid-January

* So, you may skip Year-End update and add tax update only (with 1099 forms manually added).

Check Yourself – What do you need?

– Downloads & Updates >> Tax Updates – U.S. Year End Update.pdf – W-2 Wage and Tax Statement Data Source.pdf – Tax Forms – 800-432-1281

www.microsoftbusinesschecks.com – IRS Forms and Publications

http://www.irs.gov/formspubs/index.html – Accuwage for Electronic File Verification

http://www.ssa.gov/employer/accuwage/index.html – KB Article 850663 Year-end closing procedures for

Microsoft Dynamics GP Payroll http://support.microsoft.com/kb/850663

Collins Blog & YouTube Channel http://collinsdynamicsgp.blogspot.com/ http://www.youtube.com/user/CollinsComputing/videos

©2013 Automatic Data Processing, Inc.

> Reduced risk & penalties

> Federal, State & local tax compliance

> Single-feed W-2, W-2c Filing

Employment

Tax

> Comprehensive Paperless Payroll

> Paycard

> Internet statements

> ACH origination

> Check printing

> W-2 printing/posting

Wage

Payments

Wage

Garnishments

> Interrogatories, Interpretation & Correspondence

> Shift judgment and penalty risk

> Letter compliance

> Lien interpretation

> Disbursement management

Employment

Verification

> Automated services powered by The Work Number®

> Data accessible by internet or phone

> Secure release of employee

> Claims & appeal handling

> Proven hearing representation

> Benefits processing

> Employment verification

Unemployment

Claims

> Lower effective tax rate

> Full suite of credits: WOTC, Points of Hire, Geographic Training, Negotiated, Saleable, and more

Tax

Credits

> Timely, accurate year-end statement processing

> Complete W2c generation, distribution, and posting

> Upload capability to major tax preparers

W2

Management

ADP SmartComplianceSM Supports Integration

Visit the ADP SmartCompliance website

Watch the ADP SmartCompliance video

• SOP, POP, Inventory, Proj Acct & Fixed Assets. 1

• Payables, Receivables, AA & General Ledger 2

• Payroll and Human Resources 3

Module Order Discussion

MODULES: CLOSE IN THIS ORDER General Ledger should be the last module!

Close in the following order: Inventory (SOP/POP) Receivables (Project) Payables Fixed Assets Payroll/HR General Ledger

DISTRIBUTION YEAR-END (INVENTORY, SOP, POP, INVOICING)

When should the close be done? – The Inventory module should be closed at the end of your

Fiscal year, before any new transactions that would affect inventory quantities are posted

– Enter and post all Purchase Order Processing, Invoicing/Sales Order Processing, and Inventory transactions for the current year

Inventory year end Closing the Year in Inventory will:

Transfer summarized current-year quantities, costs, and sales information

(Dollars/Quantities)

Update Beginning quantity of each item from the On Hand quantity at each site.

(Some reports—such as the Turnover Report—use the beginning quantity field in

calculations.)

Reset the Quantity Sold field for each item to zero.

Cards > inventory > Quantity/Sites.

Options to:

Remove purchase receipts for items completely sold.

Remove discontinued items from item records that have been completely sold.

Remove lot attributes from records of lot numbered items that have been

completely sold.

Update the standard cost of each item to the current cost if using FIFO or LIFO

periodic valuation methods.

Remove Cost Change History.

INVENTORY CARD HISTORY

Quantities and Amounts moved

to “Last Year”

Year End Steps for Inventory Post all transactions for the year for:

Purchase Order Processing, Inventory Transactions, Project Accounting, BOM, Invoicing, SOP, Field Service, and Mftg.

If you are using SOP/POP, reconcile them first. GP > Tools > Utilities > Purchasing > Reconcile Purchasing Transactions

GP > Tools > Utilities > Sales > Reconcile / Remove Sales Documents

Reconcile Inventory quantities.

GP > Tools > Utilities > Inventory > Reconcile

(Optional) Complete a physical inventory count & post adjustments. Reports-Inventory-Activity-Physical Inventory Checklist

Print inventory reports for records (if applicable):

Make a backup.

Close the Inventory Module year Tools > Routines > Inventory > Year-End Close

Year End Steps for Inventory (cont.)

Physical/Stock Counts – Auto Process Stock Calendar Maintenance Maintain when suggested dates for next stock count for specific item-site combo.

GP > Tools > Inventory > Setup > Stock Calendar

Stock Count Cycle Assignment Assign one stock count frequency to many items.

Cards > Inventory > Cycle Count Assignment

Stock Count Schedule Transactions > Inventory > Stock Count Schedule

List of specific items/site counted during count. Qty on hand for each line in stock count schedule captured. Later, actual count number compared to captured values to create default variance transactions.

Stock Count Forms can be printed during this process.

Stock Count Entry Window to enter results of your stock counts. When you process a stock count, variance transactions

are created. If the Auto-post Stock Count Variances check box is selected, the transactions will also be posted.

Transactions >Inventory> Stock Count Entry

Stock Count Screens

Stock Count - Manually Adjust To manually control what you want to count/post, print a Physical Inventory

Checklist by using the Inventory Activity Reports window, and then perform a physical count of your Inventory Items to verify that quantity on hand amounts are accurate for all Items.

Reports > Inventory > Activity

Then –

Manually create Inventory

Transactions of the differences

for each item.

Transactions > Inventory > Transaction Entry

SalesPad Data Collection

DataCollection

DataCollection provides an easy to deploy & use mobile bar-code data collection solution. Manage materials within a warehouse or across sites. Easily create Bin Transfers, Site Transfers, and Inventory Adjustments. Allows users to easily enter Stock Counts supporting GP’s standard inventory counting functionality. If you are interested in learning more about DataCollection, contact Abra Agilman@collinscomputing.com to coordinate a discussion and demonstration.

Optional Inventory Reports

If you plan to remove sold purchase receipts during the year-end closing process, we recommend that you print the Purchase Receipts Report to review the receipts that will be removed.

Print any additional reports that you will need for planning or for your permanent records. The suggested reports are as follows:

Tools > Routines > Inventory > Year End Close

Be aware that changing Standard Costs DOES NOT create a financial batch to reflect the inventory valuation change in your general ledger. UNLESS YOU ARE USING GP 2013! Otherwise, the entry must be prepared manually by referring to pre- and post-close Stock Status reports to determine the valuation change.

The summary windows in inventory with the specific views of calendar or fiscal year are date-sensitive. The inventory year end close process is not date-sensitive.

Serial/Lot Numbers syncing issues

Running the Checklinks/Reconcile for inventory may create new records in Serial Master table that represent missing serial numbered items.

The system will create new serial numbers but these will not match your inventory. Edit the records in the Serial Lot Master table to correct serial numbers.

You can also simply add records to the Serial Master table for the missing serial numbers.

This can also be done for missing lots.

NEWER – Historical IV Trial Balance If you do not see an option for Historical IV Trial Balance under the Reports > Inventory > Activity menu, then you will need to install it. (and use the HITB Inventory Reset Tool.) Contact Support!

You may balance your General Ledger to your Inventory Module “As of” a particular date!

Receivables Management Closing

Calendar Year End – should be done at the end of the calendar year prior to posting any transactions in the next calendar year. Transfers finance charges to the last year (LY) field on

the customer records. (Need to print finance charges on the Dec & Jan

customer statements.) *Finance charges do not automatically print on the

customer statements so report needs to be modified to include this information)

Fiscal Year end – should be done at the end of the fiscal

year prior to posting any transactions in the next fiscal year. Transfers all other amounts to Last Year

Receivables Customer Summary Cards > Sales > Summary

RM Year End Procedures Post all trxs for year & complete month-end procs.

Make a backup / Close the year

Tools > Routines > Sales > Year End Close

GP 2010 change print to PDF PRIOR to clicking on “Close Year”. Once you click close, you CANNOT change it. (Need Adobe Writer installed). Not really necessary to print to paper. ABLE to change after in GP 2013

•Calendar year •Fiscal year •Both (if Fiscal is 12/31)

Look at the Closing Date! DO NOT hit process button twice or it will close again! Last Year #s will zero out.

Closing Company Tax Details After closing BOTH AP AND AR MODULES!!

Tools>Routines >Company >Tax Year End Select Close Year check box AND/OR Print Report

Click Process.

When prompted to continue with the year-end close, Click Yes. Note: We recommend you keep a copy of year-end report together w/ permanent year-end audit records.

Need to Modify $ Amts?

Go to: Tools > Setup >Company > Tax Details

Payables Management Year End When should I run it/ What does it do? • Calendar Year End When - Routine should be run at the end of the

Calendar year prior to posting transactions in the next Calendar year

• Calendar Year End What - 1099 Amounts YTD cleared, move to LY and LTD

• Fiscal Year End When - Routine should be run at the end of the

Fiscal year prior to posting transactions in the next Fiscal year

• Fiscal Year End What - Vendor Yearly Summary Figures are moved to History – updates LY and LTD

Payables Vendor Summary

What steps should I take to close the year?

Payables Management Year End

Post all transactions for the calendar year you want to close (2013).

Make sure trx for new year (2014) are saved in batches, but not posted.

Print Aged Trial Balance with

Reports>Purchasing>Trial Balance—Aged Trial Balance w/ Options

Print the Vendor Period Analysis Report (newer suggestion)

Make a backup that is named “Pre-1099 edits”

Print 1099 Statements using the Print 1099 window

Tools > Routines > Purchasing > Print 1099

Make a Back up named “Post-1099 edits”

Close the year

Close the fiscal periods

Close the tax year

Make a Back up named “Post Year End”

1099 Vendor Information Vendor Card – 1099 applicable?

When AP invoices with 1099 figures are paid, 1099 paid amt is updated.

Verify 1099 Data

Smartlist – Vendors with 1099 yes (and User Def 2 for W-9 a yes!)

Print Edit List of 1099 Vendors (Tools > Routines > Purchasing > Print 1099 icon)

Inquiry Vendor Period

Editing 1099 Information The 1099 Amount may be edited for prior payments

Cards > Purchasing > 1099 Details By Period By Tax Type

Tracks amounts by tax type for each vendor.

Mark Vendor as a 1099 type under “Options” on Vendor Maintenance Card.

In Edit 1099 Trx info, you can see the detailed transactions for a 1099 vendor and change the individual transaction information to ensure accurate 1099s.

NEW - GP2013 – Edit 1099 Transactions and Vendor History!

Make vendor 1099 after trx entered!

GP2013 Only!

Printing your Company 1099’s Tools > Routines > Purchasing > Print 1099

For an Edit List – hit the printer icon!

Only those vendors marked as “1099 Vendors” AND with over $600 in 1099 payments will print or show on the list.

In GP 2013 – you can also print 1096 forms from this window!

Print Period Analysis Report (& email) Reports > Purchasing > Analysis > Period

Tools > Routines > Purchasing > Year End Close

Calendar year

Fiscal year

Both

Close tax year too…

You can print to a pdf printer IF you change the printer selection PRIOR to clicking on “Close Year”. Once you click that, you CANNOT change the printer option. (You must also have Adobe Writer installed). UNLESS YOU ARE ON GP 2013 – with the advanced print option!

Project Accounting Year End

NO required year-end closing procedures.

Projects can span multiple fiscal periods. Additionally, projects are independent of the fiscal and calendar year.

Optionally perform the following procedures as part of basic year-end process:

Post all cost transactions.

Run final billings & revenue recognition on projects for the year. (so GL module is updated before you run the year-end routine in GL). After you do this, PA & GL will reconcile more quickly & easily.

Update the rate tables in the PA Position Rate Table Maintenance and PA Employee Rate Table Maintenance windows.

Fixed assets closing actions

Inquiry > Fixed Assets > Book

Asset General Window: • YTD Maintenance amount is removed • Qty is copied to the Begin Qty field Asset Book Window: • YTD Depreciation Amount is removed • Cost Basis is copied to Begin Year Cost • LTD Depr moved to Begin Reserve • Salvage is copied to Begin Salvage Book Setup Window • Current Fiscal Year is updated to the next year

Do NOT manually change this year to post a new asset into the new year, you will damage data! Just take the time to close the year!

Steps PRIOR to Fixed Asset Year-End Close

Last module closed before General Ledger (AFTER A/P!)

Enter ALL your transactions for the year. (AP, Transfers, etc)

Close ALL books before you can process in new year.

Fiscal Year End only

Run depreciation for the final period of the year. * Make sure to run depreciation all the way through the last day of the year.

Tools>Routines>Fixed Assets>Depreciate

Run the General Ledger Interface (Optional, can be done later)

Date should fall within the current fiscal year that is being closed. (Tools>Routines>Fixed Assets> GL Posting)

PRE-CLOSE Fixed Asset Year End Run the following reports:

Ensure that the Fixed Asset Calendar is built correctly Tools>Utilities>Fixed Assets>Build Calendar

Verify that the Quarters are setup correctly for all Fiscal Years

Tools>Setup>Fixed Assets>Quarters

Run a backup!

•Depreciation Ledger •Property Ledger •Annual Activity •Additions •Retirements

•If more than one year also run Book to Book YTD COMPARISONS

Year End Steps Fixed assets

• Verify that Current Fiscal Year on the Available Books list is correct Tools>Setup>Fixed Assets>Book

• Select each book • Insert that book • Click continue

Run year end routine

Tools>Routines>Fixed Assets >Year End

** A report will NOT be generated from this process.

GP 2013 Fixed Assets Enhancements! – Historical Depreciation Reports – Reset History in Detail – Restrict Displaying Reset Transactions – Lock Fixed Assets Year – Process Progress Bars – Mass Depreciation Reversal – Independent Fixed Assets Calendars – Define Short/Long Calendar Years – Auto-generate Next Asset ID – Intercompany Asset Transfer – Fixed Assets Transactions Batches – Post in Detail to General Ledger – Analytical Accounting Integration w/ Fixed Assets

Analytical Accounting Year End Close Analytical Accounting data closes with General Ledger regardless of whether options on dimensions are marked 1. PRIOR to closing GL: Verify the results are not duplicated:

select distinct(YEAR1) from AAG30000 select distinct(YEAR1) from AAG40000

2. PRIOR to closing GL – see that top 2 and bottom 2 match: select distinct(YEAR1) from AAG30000 select distinct(OPENYEAR) from GL20000 select distinct(YEAR1)from AAG40000 order by YEAR1 select distinct(HSTYEAR) from GL30000 order by HSTYEAR

3. Be sure the following returns no results: select count(*) from AAG40001 where aaCopyStatus<>8

4. Option (setup) to have BBF entries on dimensions

Analytical Accounting Close - Setup In the Analytical Accounting Options window “Include

dimensions in the year end close” option should be checked as illustrated below.

GP > Tools > Setup > Company > Analytical Accounting > Options,

AA Dimension setup Once GL has had AA closing enabled, define the “Consolidate balances

during Year End close” option for every transaction dimension that has been created in the system, in the Transaction Dimension window.

Cards > Financial > Analytical Accounting > Transaction Dimensions

Do not miss marking this option for any transaction dimension, since any transaction dimension which has this option unmarked, does not get involved during the year end process.

Closes P/L to Ret. Earnings and brings B/S accounts’ balances to new year. Since the Retained Earnings accts are updated by the $ from P&L

accts, RE accts are the only BS accts that will have a different BB than the ending balance from the year that you are closing.

In GP 2013, you can also have Unit Accounts with roll forward or clear!

Moves all open year amounts to historical year (GL20000 to GL30000)

Fiscal Period tables are updated to mark the year that is closed as historical.

Analytical Accounting tables are updated. Moves AA data to history and creates BBF entries on dimensions

GP 2013: Option to remove inactive accounts – or leave those with budget amounts.

What does GL Year-end process do? General Ledger Close

GL Close Key points General Ledger year end does not have to be done right at year

end. **Although you setup the new fiscal year & periods

to process transactions for the new year. It is recommended to have all users exit during the closing

process. Need enough disk space to double GL20000 in size. Recommended* - Run GL close at server. Looks like it hangs at 50% but it’s still running! (FIXED IN GP 2013)!

Should be the last module closed. Other modules should be closed in the following order:

• Inventory (SOP/POP)

• Receivables (Project)

• Payables

• Fixed Assets

1. Complete posting and closing procedures for other modules.

2. Post final adjusting entries in GL

3. Print an Account List or use Smartlist to verify the Posting Type

Year End Steps for GL

Year End Steps for GL (cont.)

4. Close the last period of the fiscal year Optional Setup > Company > Fiscal Periods

5. Make sure Maintain History for Accounts & Transactions is marked. Tools > Setup > Financial > General Ledger

** Retained Earnings Account may be

defined WITH option to close to Div. Segments. **Also can choose the NEXT Journal Entry to use (Some companies choose “14-000000” to start a new year)

Year End Steps for GL (cont.)

6. Perform File Maintenance on all Financial files – Have users out of system, this may take awhile!

File>Maintenance>Checklinks

7. Make a backup.

8. Print a final Detail Trial Balance Reports > Financial > Trial Balance > Detail (to pdf)

9. Print final financial statements. (FRx, Mgmt Rept, AF)

10. Set up new year in Fiscal Periods Setup. Tools > Setup > Company > Fiscal Periods

11. Close the fiscal year.

Tools > Routines > Financial > Year end closing

**Print the Year End Closing Report after completing year end close.

Change printer selection to PDF PRIOR to clicking on “Close Year”. Once you click close, CANNOT change the printer option. (Need Adobe Writer).

FIXED IN GP 2013

Tools > Routines > Financial > Year End Closing

* It will notify you of open batches. Most companies WILL have open recurring or new year batches open! * If fiscal year close appears to hang up at 50% DO NOT REBOOT AS LONG AS THE HARD DRIVE IS WORKING! Just let it continue processing! FIXED IN GP 2013.

TIPS to save yourself from a GL Support Call

Make a copy of your LIVE system into TEST and run a BETA Close in TEST. Make Backups!! Make Backups!!

Check your Account Types (Profit & Loss or Balance Sheet)

To fix this: Account not set with correct posting type? TK #864913.

YES – it is STILL running even though you are stuck on 50%, do NOT kill the process. Another user closing = SY00800 BACHNUMB = “GL_Close”

Yes, You can post adjusting entries to the closed year (but not 2 years back!)

Go to fiscal period setup. Tool>Setup>Financial>GL Uncheck the particular month

Set allow posting to history

Make the entry

Re-check the month!

New GL Screens GP 2013

Close Unit Accounts, Clear Balance

New Close Options

Journal Entry Inquiry (Now History Too!) - Choose Year - Allows filter by Open or History

External auditors usually ask for a list of all GL entries:

1) Posted for the year,

2) Who posted them, and

3)When they were posted

Primarily to see if entries were posted during non-business hours.

You can get a close report by using Smartlist!

Use Account Transactions SmartList, filter for Financial Transactions, & add Columns:

- User Who Posted (User ID of whoever posted transaction) - Originating Posted Date (Sys date on workstation - but user could change) - Reference (GL Description, WHY entry was made) (You can use the Note fields to provide detailed support for your journal entries!)

In GP2013 there is also an approval ID and Approval Date for Batches!

*The Sales Order Processing is different. There is a field called USER2ENT that records the ID of the user that entered the transaction and a field called PTDUSRID that shows the id of the user that posted the final invoice. This is in table SOP10100.

AUDITORS REQUEST!

Payroll Tax Update list for 2013 Load these prior to running last payroll for 2013.

Go to GP > Tools > Setup > System > Payroll Tax

What’s Changed – 2014 Round 1 Tax Update

US Payroll New Year Runs

– Install 2013 Payroll Tax Update

• Microsoft Dynamics GP | Maintenance | U.S. Payroll Updates | Check for Payroll Tax Updates

• Downloads & Updates | Tax Updates (manual)

The payroll year-end process creates the “Year-End Wage” file with annual wage information used to generate W2’s, W3’s, 1099’s, and Magnetic Media for the year being closed. If the Year End Update is not installed prior to closing Payroll: W2 Medicare Taxable Wages may be incorrect on printed W2's (Box 5) for employees making more than $200K. We recommend you install the 'Year End Update'. However, you can workaround this issue by updating the FICAMWLM field in the UPR10100 table as follows: UPDATE UPR10100 set FICAMWLM=' ' WHERE RPTNGYR ='2013'

Payroll year-end: What does it do?

Payroll year-end checklist 1. Verify your version of Microsoft Dynamics GP.

2. Download Payroll Tax updates for 2013.

3. Complete all pay runs for the current year

4. Complete your company’s regular monthly/quarterly payroll procedures for the current year (See Checklists – SUTA/FUTA, WC,

Form 941)

5. Make a “Pre Year-End Wage File” backup of the original files.

6. Install the Year-End Update

7. Create the Year-End Wage file

ALWAYS at Calendar Year-End Tools>Routines >Payroll > Year-end Closing

Payroll year-end checklist (Continued) 8. Make a backup of new file (named “Post Year-End Wage Table”)

9. Verify W-2 and 1099-R statement info (Note: If any changes are

made to the statement information , make another backup).

10. Print the W-2 statements

and the W-3 Transmittal form

* Edit W-2 info if necessary Tools>Routines >Payroll>Edit W-2s

Tools > Routines > Payroll > Print W-2 Select Radio Button that you need

Payroll year-end checklist (Continued) 11. Print the 1099-R forms and the 1096 Transmittal form

1099-R Forms Tools > Routines > Payroll > Print 1099-Rs Click 1099-R Forms, and then click Print.

1096 Transmittal form (Same Window)

Click 1096 Transmittal Form Radio Button, & click Print.

** You can print the 1099-R and/or 1096 Transmittal form as many times as you need.

12.Optional: Create a magnetic media file – EFW2 If your company has more than 250 employees, the Social Security

Administration requires you to create and submit federal W-2 wage reports electronically.

Tools > Routines > Payroll > Electronic File - Select Appropriate Companies, - Enter User ID Number, - Click Submitter.

The Electronic Filer Submitter Information window opens.

- Enter the authorized submission information.

- Close Electronic Filer Submitter Info - Change the file destination information in the File Name field if it is required. - Click Create File

Payroll year-end checklist (continued)

***AccuWage –www.ssa.gov/employer/accuwage (To Test the file) – FREE from Social Security!

Payroll year end checklist (continued)

13. (Optional:) Archive inactive employee Human Resources information

Tools > Utilities > Human Resources > Archive Employee

14.Close fiscal periods for payroll series for 2013.

15. (Opt:) Delete inactive employee information

Tools > Utilities > Payroll > Remove Inactive

(To save disk space, but do AFTER creating

Year End wage file).

Inactive do NOT count as ‘active’ employees in license count.

16. Set up fiscal periods for 2013 Tools>Setup>Company>Fiscal Periods 17. Install the payroll tax update for 2013 Confirm update –

GP > Maintenance > U.S. Pay Update >

Check for Payroll Tax updates

> Automatic – Next

> Enter Authorization # (Login)

> Finish .

18. Setup Attendance for new year (Reset with Mass Update)

Tools > Setup > Human Resources > Attendance >>Setup

Or Tools >>Utilities >>Payroll >>Mass Update

19. Update Local tax and Unemployment Tax rates.

20. Run first 2014 payroll.

Payroll year end checklist (continued)

Need to: Run Paychecks in 2014, prior to closing 2013

Go through steps1-7 on previous slides’ checklist 1. Verify your version of Microsoft Dynamics GP.

2. Download Payroll Tax updates for 2013.

3. Complete all pay runs for the current year

4. Complete all monthly/quarterly payroll procedures for the current year

5. Make a backup of the original file

6. Install the Year-End Update

7. Create the Year-End file

Set up Fiscal Periods for 2014 Tools>Setup>Company>Fiscal Periods

Install the payroll tax update for 2014

Process the 2014 pay runs. The user date must occur in 2014.

THEN - Print the W-2 statements and the W-3 Transmittal form

Print the 1099-R forms and the 1096 Transmittal form

(Optional:) Create a magnetic media file

Archive/Inactivate employees

Avalara – Avatax 1099

https://www.avalara.com/products/avalara-1099

www.greenshades.com

The E-File Wizard automatically extracts info from GP & creates E-Files suitable for filing to a tax and non-tax agencies. GreenShades can E-File each of the reports below as well as custom reports your company may need:

State Filings (SUTA and W2) State New Hire Reporting Federal 1099 Federal W2s Local W2s 940 and 941 Reports 401(k) Reports

20% disc on purchase of GreenShades Benefits Enrollment module. Direct integration with Dynamics GP - admin can manage flexible rules to determine benefit packages, open enrollment, and qualifying life event eligibility based on information already stored in GP. ** Offer valid through December 31, 2013

Vital Year End Closing notes

Close General Ledger Module Last.

Use your Checklists (Paper or System) every year.

Perform and VALIDATE your backups every year.

Fiscal Year vs. Calendar Year difference in AR/AP/INV

modules.

Date Sensitive (except “amount since last close”) in modules.

2013 YEAR-END Update: Payroll – EFW, Luxury Taxes,

Accounts Payable 1099 and 1096 forms.

Jan 2014 Payroll Tax Update 1 avail now.

Print 2013 final paychecks first!

Upcoming Collins WERKS Webcasts http://www.collinscomputing.com/collins-werks.html

Year-End Webcast "Re-run" Do you need a refresher course in year end closing techniques? Attend this webinar for hints, reminders, and tips to make this year's closing process the smoothest yet. Thursday, Jan 9th @ 1:30pm PST/3:30pm CST/4:30pm EST Planning for Convergence 2014 Hear about the best sessions to attend - all about DayOne and the Collins events we are planning specifically for our clients. Thursday, Feb 20th @ 9am PST/11am CST/12pm EST

Just email afatigati@collinscomputing.com or agilman@collinscomputing.com to sign-up for ANY WEBCASTS!

QUESTIONS?